1
THE UNIVERSITY OF SUSSEX
Freedom of Speech and Procedures for the arranging of meetings or activities
in University premises1
Freedom of Speech
1.
The University of Sussex has legal responsibilities and obligations in relation
to the maintenance of Freedom of Speech under Education (No 2) Act 1986
Section 43 (Freedom of Speech in universities, polytechnics and colleges).
2.
Senate and Council support the Freedom of Speech through good order at
meetings, and the right to reasonable discussion. It is their wish that the
University’s accommodation continue to be made widely available for
meetings. However, the University has a responsibility for the safety of
individuals and the protection of property. Only in extreme circumstances will
the University consider exercising a right to refuse or withdraw permission for
the holding of a meeting or other activity on the premises of the University.
Among such circumstances are:
(a)
where the safety of a speaker or assembly or other participants cannot
be reasonably guaranteed;
(b)
where a speaker is inciting or is likely to incite an assembly to violence
or to breach of the peace or to racial hatred or is transgressing or likely
to transgress the bounds of lawful free speech or assembly.
3.
Assemblies of persons, whether or not directed to lawful purposes, cease to
be lawful if they cause or seem likely to cause serious public disorder or
breaches of the peace.
4.
As far as is reasonably practicable, any individual or body of persons shall be
free within the law, to hold meetings or engage in other lawful activities on the
premises of the University regardless of the beliefs, views, policies or
objectives of that individual or body. This is always provided that the purpose
of the intended use of the premises of the University is lawful.
5.
The Procedures for the arranging of meetings or activities in University
premises (see Appendix 1) sets out, in respect of the discharge of the
University’s legal responsibilities:
(a)
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the procedures to be followed by members and employees of the
University in connection with the organisation of meetings or other
activities to be held or to take place on the premises of the University
and which fall within the class of designated meetings or other
activities;
This policy applies to all room bookings for purposes other than normal University business.
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7.
(b)
the conduct required of such persons in connection with any such
meeting or activity;
(c)
steps which the University must take to seek to secure compliance
including, where appropriate, disciplinary measures.
In the year of a General Election, the University includes within the procedure
arrangements for organising and conducting campaign meetings and hustings
to ensure openness and fairness for all political parties (see Appendix1)
Ordinance II on Student Discipline requires in its General Provisions that
“students shall maintain a standard of conduct which is not harmful to the
work, good order or good name of the University” and also that “all members
and employees and guests of the University should use all reasonable
endeavours to prevent the occurrence or continuance of any breach of
University discipline and should immediately report any such occurrence to
the appropriate officer or officers of the University”. It is an obligation of the
organiser of the meeting to put into place appropriate arrangements to ensure
good order and high standards of conduct at all meetings
AS
January
2015
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Appendix 1
Procedures for the arranging of meetings or activities on University Premises
1.
DEFINITIONS
Principal Organiser means the person responsible for booking and/or hiring
the premises of the University for any meeting or other activity.
He or she may be assisted by others with responsibility for particular details, but booking/hiring
of University premises must be made in the name of the Principal Organiser as well as of the
society, club or other organising body involved.
Organising Body means the group, organisation, club or society responsible
for booking/hiring the premises of the University for the meeting and under
whose auspices it is organised.
Private meetings or other activities means meetings or other activities
where admission is restricted to specified individuals or groups of persons .
The holding of a private meeting presupposes that there will be an efficient check upon entry
to the meeting to ensure that only such persons are admitted. The attendance of a Guest
Speaker does not make an otherwise private meeting a public meeting. Meetings of student
groups (normally clubs or societies affiliated to the Students’ Union) are private meetings
provided the students attending are all registered students of the University of Sussex. People
who attend private meetings do so at the invitation of the organiser, who therefore has the
right to refuse admission to anyone without giving a reason. If a visitor forces his or her way
into the meeting after being refused entry, that person is trespassing and may be removed by
stewards, provided that they do not use unreasonable force.
Public meetings or other activities means meetings or other activities open
to any member of the general public who are not members or employees of
the University.
The question of payment for admission is irrelevant. In this context, meetings of members of
the Sussex Federation of Students are public meetings since they are not restricted to
registered students of the University of Sussex. Any meetings for which there is any form of
open invitation to attend outside of the university premises, either by poster, press, radio or
other medium, is a public meeting. Student meetings arranged by a University club or society
but which are open to students from other institutions are therefore to be regarded as public
meetings for the purposes of these notes.
Arrangements for meetings associated with a General Election
Political parties wishing to hold meetings on the campus with the student
body should make arrangements through the President of the Students’
Union who will put the candidate in touch with Chair of the appropriate
political society. The Chair of the political society will act in the capacity of
Principal Organiser as defined in paragraph 1 above. University schools or
departments wishing to hold meetings with external participants should give
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advance notification to the Registrar and Secretary and the Director of
Communications.
The Principal Organiser will liaise with the University to put in place suitable
arrangements to ensure a successful and orderly event. In particular,the
Principal Organiser will liaise, well in advance of the event, with the Head of
Security and the University’s Director of Communications to confirm the
arrangements and any publicity or promotion of the meeting.
Arrangements for hustings or meetings, involving two or more political parties,
should be arranged directly with the President of the Students’ Union who will
notify the University of the arrangements, through the Head of Security, prior
to the event.
University premises means any building or part thereof, land or other space
owned wholly or in part by the University and any building or part thereof, land
or other space leased, used or otherwise occupied by the University, including
buildings or part thereof, land or other space the subject of underlease to
others.
Premises Supervisor means the person responsible to the Budget Holder
for the day-to-day organisation of a building.
Appointed Officer means the member of staff of the University appointed by
the Vice-Chancellor to act on his or her behalf of the Council of the University
to ensure so far as is reasonably practicable that all members and employees
of the University and visiting speakers comply with the provisions of this
Code.
Designated meeting means any meeting or other event on the premises of
the University where in the view of the Appointed Officer, there is a real
likelihood that the speaker may not be able to enter or leave a building or
other area safely and/or deliver his or her speech.
Controlling Officer means the member of staff of the University designated
by the Head of Security to be responsible for security arrangements
connected with a particular meeting or other activity.
Room Booking offices means the office responsible for the making the
bookings.
2.
SIZE OF MEETINGS
2.1
Under the legislation, the University is empowered to secure the
physical safety (e.g. against fire or overcrowding) of all persons
attending public meetings. There is also an obligation on the University
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to ensure security of accommodation used for such purposes. Nonobservance of these legal provisions could result in prosecution.
2.2
Whilst the statutory requirements can at present only be legally
enforced in the case of public meetings, the University obviously has a
responsibility to ensure no less a degree of safety for its own students
and staff as for members of the public.
2.3
The maximum number of persons permitted to occupy a given room for
a public meeting is determined by the local authority, on the advice of
the Fire Brigade, after taking account of the number and width of exit
routes and other factors. These figures are shown at the following
URL:
http://www.sussex.ac.uk/Units/sso/ttable/roomfac.php
2.4
3.
Organisers will be expected, when making a booking, to check on the
maximum occupation figure for the room in question, which in the case
of lecture theatres is normally restricted to the number of seats. In no
circumstances may this maximum occupation figure be exceeded.
PROCEDURE FOR BOOKING ROOMS
Term-time and Christmas and Easter Vacations
3.1
In term-time and the Christmas and Easter vacations, the responsibility
for allocating rooms rests with the Room Booking Office in Sussex
House.
Summer Vacation
3.2
In the summer vacation, the Conference Office has the first claim
upon, and controls the allocation of, all lecture theatres and seminar
rooms, certain main rooms in Falmer House and the Meeting House
Quiet Room; all applications for such rooms in the summer vacation
should be made to the Conference Office.
Room Booking Forms
3.3
All requests to reserve a room or rooms should normally be made as
described on the University’s website at the following URL:
http://www.sussex.ac.uk/sas/roombookingprocedures#stu-ext
Student Bookings
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3.4
Students should complete the Room Booking request and allocation
form available from the following URL (see Appendix 3):
http://www.sussex.ac.uk/Units/sso/ttable/roombook.shtml#stu-ext
The Room Bookings Office will check if the Principal Organiser is a
member of the University.
Notice
3.5
It is essential that as much advance notice is given as possible. A
minimum of seven days notice is required.
Completion of Forms
3.6
Care should be taken to provide all the information sought on the form,
including the topic/title and purpose of the meeting and the name(s) of
any public figure(s) invited to attend: these matters are particularly
important where a meeting is, or may be, ‘designated’).
3.7
It is important that the expected number attending is shown as
accurately as possible, so that overcrowding (a legal offence, see page
3) and/or the last-minute turning away of people may be avoided.
Delivery of Forms
3.8
After completion and signature by the applicant and the Principal
Organiser the form should be returned/delivered to the appropriate
Room Booking Office.
Allocation of Rooms
3.9
Room Booking Offices will allocate the room(s) to be used. Room
Booking Offices have the right to ask for further information before
processing the request; to impose such restrictions as it deems
necessary; to ask the Principal Organiser for appropriate guarantees,
undertakings or deposits; or, after consulting the Premises Supervisor,
to reject the application.
Premises Supervisor
3.10
The Premises Supervisor has an absolute right to determine how many
porters they require to be on duty during the meeting, or to impose any
special conditions either at the time of booking or later, in order to
satisfy safety requirements. These arrangements are not to be made
by the Principal Organiser. In most cases no porters additional to the
duty porter will be required. Where, however, additional staff are
considered by the Premises Supervisor to be necessary for safety
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control, fire prevention or any other reason, then those extra porters
will be provided at cost to the Principal Organiser, or the club or
society.
Confirmation of Booking
3.11
4.
The Room Booking Office will email confirmation to the Principal
Organiser, setting out the time and date of the booking, the room(s)
allocated, and any conditions.
RESPONSIBILITIES OF PRINCIPAL ORGANISERS
AV Facilities
4.1
For the efficient conduct of a meeting, the use of audio-visual
equipment such as a slide or film projector, PowerPoint, soundamplifying equipment or even closed-circuit television may be required,
either within the theatre or relayed to a second theatre for over-spill
attendance.
Responsibility for Arrangements
4.2
The responsibility for arranging these services lies entirely with the
Principal Organiser. Room Booking Offices can accept no
responsibility in the matter. The Principal Organiser should check the
availability of AV equipment in the room at:
http://www.sussex.ac.uk/Units/sso/ttable/roomfac.php
Should additional equipment be required, the Principal Organiser
should make appropriate arrangements with the Media Service Unit
giving at least SEVEN clear days’ notice of requirements.
Consult Technical Staff
4.3
The Principal Organiser should consult fully with the Media Service
Unit or other persons as appropriate, as to the type, power, etc, of
equipment to be provided. This is particularly important if frustrations
are to be avoided when the use of sophisticated equipment is
necessary.
Publicity
4.4
The Principal Organiser should inform the Press and Communications
Office before any news media is arranged or likely to be occasioned by
a meeting.
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Responsibility for Safety and Compliance legislation.
4.5
The Principal Organiser will be held responsible for safety both prior to
and during the course of a meeting, e.g. for avoidance of
overcrowding, fire precautions and ensuring that means of ingress and
egress and passages and gangways are kept free and unobstructed. It
is the Principal Organiser’s responsibility to ensure that use of the
University’s premises remains within the law and that, in particular,
there is no contravention of the Race Relations Act 1976 (and
Amendment Act 2000), the Sex Discrimination Act 1975, or the
Disability Discrimination Act 1995.
Checks on Numbers Entering
4.6
To avoid overcrowding, if a meeting, in particular a public meeting, is
likely to be a large one, it will be necessary to arrange adequate
checks on the number of persons entering the theatre or room by strict
control of entry doors and/or by the issuing of tickets. While a porter or
porters will be on duty and may advise that the room concerned has
reached its authorised maximum occupation, porters will NOT be
responsible for the physical closing of doors to prevent further entry.
The Principal Organiser or his authorised representative must appoint
stewards to carry out this duty of controlling entry.
4.7
At a private meeting (see definitions), an efficient check on the status
of those attending must be carried out on entry and the Principal
Organiser should ensure that there are adequate measures for
refusing entry to persons not entitled to attend.
4.8
Where overcrowding occurs and the Principal Organiser or their deputy
fails to control the situation, the University Head of Security, the
Premises Supervisor or any other authorised officer of the University
may, for reasons of safety, order the closure, removal or postponement
of the meeting.
Admission Tickets
4.9
Tickets should be printed by the principal Premises Supervisor of the
building concerned. Only sufficient tickets for the maximum number of
persons permitted should be supplied. Tickets may be issued to
individuals, either in advance of the meeting or at the door. When the
supply of tickets runs out, no more persons may be admitted.
Specially Printed Tickets
4.10
Some occasions, such as public University Lectures, may call for
tickets to be specially printed, but the same principles will apply; only a
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sufficient number to meet the maximum capacity of the theatre or
theatres may be issued.
Overspill Tickets
4.11
Where overspill facilities are provided, the tickets for the overspill
theatre should be of a different colour or otherwise clearly identifiable
to prevent all ticket holders gaining access to one theatre.
Meeting Porters Beforehand
4.12
In the case of any large meeting, the Principal Organiser or his
delegate should make him or herself known to the porter(s) concerned
before the meeting so that the porters know quite clearly from whom
they should take their instructions.
Direction of Porters
4.13
The senior porter on duty, who will be in direct charge of any other
porters, will only take his instructions from the Principal Organiser or
his/her approved delegate, or from the Premises Supervisor.
Responsibility for Order at Meetings
4.14
5.
The Principal Organiser has a general responsibility for ensuring good
order, by the provision of stewards and other appropriate means. It is
in particular his/her responsibility to see that the conditions attached to
a room reservation are observed.
These normally include the
following:
(a)
No smoking in lecture theatres.
(b)
No preparation or consumption of food unless special
permission has been obtained.
(c)
The requirement that furniture in seminar rooms, if re-arranged
for a meeting, is restored to its original layout at the end of the
meeting.
(d)
The requirement that any theatre or room used for a meeting be
left in a clean and tidy condition. Failure to comply with this may
jeopardise further meetings. Should any damage or extra
cleaning be necessary following a meeting, the University will
proceed to recover any such costs.
DESIGNATED MEETINGS
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6.
5.1
Additional procedures, apply in the case of a meeting which is
‘designated’ as one where, in the view of the Appointed Officer, there
is a real likelihood that the speaker may not be able to enter or leave a
building or other area safely and/or deliver his or her speech.
5.2
Where the Room Bookings Office considers that the meeting may
pose a risk, details of the proposed meeting or activity will be
forwarded to the Appointed Officer who will decide whether the
meeting should be declared a designated meeting which may be
subject to such conditions as the Appointed Officer considers
reasonably necessary to secure fulfilment of the University’s statutory
responsibilities concerning the protection of speech within the law.
5.3
The Principal Organiser and any assistants must comply with all
conditions laid down by the Appointed Officer. These may cover, for
example: the issue of tickets; the number of stewards to be available;
the exclusion of the news media; and additional security arrangements
determined after consultation with the police.
5.4
If the Appointed Officer is not satisfied that adequate arrangements
can be made to maintain good order, he/she may recommend to the
Vice-Chancellor that permission for the meeting should be refused or
withdrawn. This action will normally be taken only on police advice.
MAINTENANCE OF GOOD ORDER
Appointed Officer/Controlling Officer
6.1
Where a meeting has been deemed as a designated meeting, the
Principal Organiser must liaise closely with, and follow the instructions
of, the Appointed Officer. Following discussion with the Appointed
Officer, the Head of Security will designate a Controlling Officer to be
responsible for security arrangements for the meeting.
6.2
The Controlling Officer or, in their absence, any other authorised
University Officer, may require the organiser to comply with such
precautions or limitations as are deemed necessary.
Role of the Chair
6.3
The Principal Organiser, in addition to fulfilling the responsibilities
referred to elsewhere in this Guide, should bring to the attention of the
chair of any meeting (public or private) the following points:
(a)
Once a meeting has begun, responsibility for order is vested in
the chair.
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(b)
He/she may direct stewards (who must be clearly identified by
armbands or otherwise) to control disturbances. Stewards
should take the minimum amount of action necessary to restore
order. This may include the removal of a person bodily, using
such minimum force (but no more) as is reasonable in the
circumstances.
(c)
In no circumstances may porters be required to act as stewards.
(d)
If University officers are present they will not act as stewards,
although they may - as may any other citizen - use minimum
force to prevent an assault or other disturbance.
(e)
The chair, if order cannot be maintained by the above means,
should as a last resort close the meeting. If there is any doubt
about safety, the Chair should close the meeting.
(f)
A meeting may also be terminated by University officers for
reasons of safety.
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Appendix 2
Check list for Principal Organisers of meetings
1.
In term-time and Christmas and Easter vacations, room bookings are made
by the Room Bookings Office in Sussex House. During the summer vacation
bookings are made by the Conference Office.
2.
Complete the Room Booking form in full detail.
3.
Send the form to the appropriate Room Booking Office, at least seven days in
advance of meeting.
4.
Advise the Room Booking Office immediately of any subsequent change.
5.
Consider the following action insofar as relevant:
(a)
provision of special facilities, e.g. slide or film projection, PowerPoint,
sound amplifying equipment or closed-circuit television;
(b)
if such facilities are required:
(i)
(ii)
(c)
seek technical advice from Media Service Unit, etc, at least
SEVEN days in advance and
brief Chair and/or speakers on use of equipment;
check maximum occupation figure of room and ensure that this will not
be exceeded by means of all or any of the following:
(i)
(ii)
(iii)
(iv)
check on numbers entering;
arranging for entry by ticket only;
arranging for stewards with suitable identification;
advance liaison with porters;
(d)
Ensure observance of safety precautions against fire, e.g. no
obstruction to means of ingress and egress, passages, gangways, etc,
by action as in (c);
(e)
ensure maintenance of order at meeting by:
(i)
(ii)
(iii)
(f)
consulting in advance with University Head of Security if there is
any reason to believe that a disturbance or other problems may
occur;
briefing chair on his/her responsibilities;
taking appropriate action as in (c);
Inform Press & Communications Office if contact with news media
arranged or likely to occur.
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UNIVERSITY OF SUSSEX
ROOM BOOKING REQUEST AND ALLOCATION FORM
Principal Organiser ___________________________School___________________________________________
Contact Number _____________________________ E-Mail ___________________________________________
Undergraduate / Postgraduate / Other – please specify (delete as appropriate)_______________________________
Student Registration number________________________________________
Full name of Society/Group_________________________________________________________________________
Topic/Title/Purpose of Meeting______________________________________________________________________
Name(s) of Speaker(s)____________________________________________________________________________
Expected Numbers:
DAY/DATE:
1)_______________
TIME: From______________
to______________
2)_______________
TIME: From______________
to______________
3)_______________
TIME: From______________
to______________
lease tick your requirements:
Seminar room
Lecture theatre
Wheelchair access
Hearing loop
Preferred room _________________________
DECLARATION: I declare that the above information is a true and correct statement of requirements and intentions, to the best
of my knowledge. I agree to be bound by the conditions printed below and by any special conditions that may be imposed in
connection with the holding of this meeting. I undertake to indemnify the University against loss or damage arising from any
breach of this undertaking and to comply with the conditions of booking as specified below.
SIGNATURE of Principal Organiser________________________________________ Date_____________________
CONDITIONS AND INSTRUCTIONS
1.
In making this booking you agree to be bound by the University’s room booking procedures as set out in the ‘Procedures
for the arranging of meetings on University premises at:
http://www.sussex.ac.uk/governance/documents/guide_for_arranging_meetings.doc
2.
It is the Principal Organiser’s responsibility to ensure that use of the University’s premises remains within the law and
that, in particular, there is no contravention of the Race Relations Act 1976 (and Amendment Act 2000), the Sex
Discrimination Act 1975, or the Disability Discrimination Act 1995.
3.
You must immediately notify Room Bookings of any material changes to requirements, or other information provided.
4.
It is your responsibility to arrange direct with the Media Service Unit the provision of audio and/or visual equipment.
5.
You/your organisation will be required to meet the cost of any additional porters required by the Building Superintendent
concerned, in excess of normal duty porter(s).
6.
Smoking is not permitted in any teaching room; nor is the consumption/preparation of food, without special permission.
7.
The original layout of room furniture must be reinstated by the meeting organisers at the end of the meeting. If lecture
theatres/seminar rooms are left in an unclean or untidy condition, this may jeopardise further bookings. Any costs
resulting from cleaning or damage to University premises will be passed onto the Principal Organiser.